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Job ID: 107864

Program Assistant IV Academic Department Support
University of San Francisco

Date Posted Jun. 12, 2018
Title Program Assistant IV Academic Department Support
University University of San Francisco
Department N/A
Application Deadline Open until filled
Position Start Date Available immediately
  • San Francisco, CA
    United States
  • Other Administrative Categories
  • Information Technology

Program Assistant IV Academic Department Support

University of San Francisco

Job Summary:

The Program Assistant will provide a full range of administrative services to the faculty and the Chairs of several academic departments in Academic Affairs. They will coordinate and cooperate with other Academic Department Support Program Assistants in providing the services needed to support the educational mission of the School of Management faculty and administration.
Supervisor: Assistant Director of Academic Affairs

Job Responsibilities:

Administrative Support to Department Faculty:
Provides administrative services as stable point of contact for highly dynamic and fast paced department composed of faculty (part-time and full time), Research and Teaching Assistants as well as staff (from within and outside USF).
Acts as resource liaison between and among faculty, students and the University community and members of the public. Establish and maintain effective working relationships with peers in other offices.
Contribute to a warm, welcoming, receptive environment by greeting and assisting faculty, students, staff and other visitors coming into the office. This also includes assisting over the telephone.
Handle requests for scantrons, duplicating, scanning and faxing of instructional materials.
Order textbook/desk copies for the department facultycoordinate with Bookstore and if needed ship through the courier.
Perform the initial review of department faculty purchases and expense reimbursement requests to ensure all appropriate documentation has been provided prior to submitting to the Office of Finance, Budgeting and Planning.
Requests campus parking for department guests.
Supports administratively Institutes, groups and Committee related to their department.
Administrative Support to Department Chair:
Maintains the Department Chairs calendar as requested, scheduling appointments and meetings.
Schedule meeting space for Departmental meetings. Coordinate with faculty to assure that meeting space has necessary equipment, in working order, in advance of meetings (computers, projectors, and telecom).
For various department events, coordinates appropriate room reservations, catering, and facilities set-up, audio visual and sound equipment.
Record and disseminate minutes for department or other meetings.
Report to Chair all catering, meeting, and event expenses in advance, to facilitate budget monitoring.
Prepares and submits departmental purchases, payments, reimbursements through the use of purchase requisitions, Concur Expense, Concur Invoice, and petty cash vouchers.
Maintain information as required for the various departments and University initiatives.
Prepare and maintain requisitions, facilitating acquisition of instructional needs (books, instructional media).
As needed, assist with facilitating and scheduling faculty candidate interviewing for fulltime faculty positions, which might include travel arrangements, hotel reservations, establishing an itinerary of interviews with the Dean, Associate Deans, faculty members, students, and arrangements for the candidates presentation for the School.
Other Responsibilities:
Performs other duties as assigned by the Assistant Director of Academic Affairs.

Minimum Requirements:

High school diploma required. Three to five years experience in an executive secretary/administrative assistant position. Strong skills in priority management and attention to detail, including ability to prioritize multiple assignments and deadlines accurately while under pressure. Demonstrated strengths in the areas of service and team skills; including evidence of ability to work independently and in close conjunction with others. Excellent interpersonal skills are essential. Experience dealing with a variety of people in a professional manner.
Word processing, database applications (Tableau, for example), University reimbursement systems (Concur), spreadsheet (Excel) skills, and experience with collaborative software and/or programs (Skype, GoogleDocs, Doodle).
Work schedule would be 8:30am to 5:00pm, Monday through Friday, however, may be required to work on occasional Saturdays and/or week nights to support internal, external operations and/or events based on operational

Additional Knowledge, Skills, and Abilities:

Advanced knowledge of administrative concepts, principles and practices. Able to handle diverse situations, using written and unwritten policies and practices in addition to using own judgment to resolve conflicts and concerns.
Able to initiate and accept responsibility for completion of special assignments/projects. Can manage multi-project deadlines, evaluate task priorities and make suggestions on the most efficient methods in handling multi-tasks.
Works cooperatively and establishes effective working relationships with immediate peers as well as peers in other departments. Uses tact, diplomacy, discretion and judgment in regular contact with faculty, staff, student and others within and outside the university.
Ability to perform multiple tasks and keep track of multiple boundary conditions. Able to be self-motivated to start and/or complete projects independently. Able to seek direction when needed. Assertive and able to communicate risks and organizational exposures.

For information on how to apply, please visit the following link:

EEO Policy
The University of San Francisco is an equal opportunity institution of higher education. As a matter of policy, the University does not discriminate in employment, educational services and academic programs on the basis of an individuals race, color, religion, religious creed, ancestry, national origin, age (except minors), sex, gender identity, sexual orientation, marital status, medical condition (cancer-related and genetic-related) and disability, and the other bases prohibited by law. The University reasonably accommodates qualified individuals with disabilities under the law.


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